VAC Committee Chair Wayne Lindstrom
gave a brief overview of the project and displayed the site plan indicating
where the proposed building would be located. He introduced architect Ed
Wier, who gave a slide presentation of the floor plan and exterior
elevations of the proposed building. Discussion among those present
included:

(Q=question, A=response)

Q. Please explain the proposed use of
the storage areas indicated on the floor plan.

A. The two storage areas near the
offices are intended for long-term records storage. There are items we are
required to keep, such as the bill of sale of each vehicle, but that are not
accessed very often. These records would be kept in boxes on wire shelves.
We also have a safe where permanent minutes and archival materials are
stored and a map storage cabinet for large, flat maps and blueprints. Active
records that are used often will be kept in file cabinets in the three
offices.

Q. Will there be humidity control such
as air conditioning in the basement? A. Yes. Although the basement will
house only the mechanical utilities and miscellaneous items, such as the
voting booths, picnic supplies and water meters, it will be climate
controlled.

Q. Will the basement windows have
window wells? A. Probably. The depth of the wells will not be known until
the final grading plan is determined. The front entrance will be at grade
level, but the sides/rear of the building may slope a bit which will dictate
the depth of the window wells.

Q. Wouldn’t an outside entrance to the
basement be better suited for carrying in heavy, possibly dirty items rather
than coming through the lobby? A. An outside entrance was considered by the
committee. However, it was determined that the storage use of the basement
will be minimal and was overshadowed by the greater concern for security. An
outside entrance, especially on the back side of the building where it is
not easily seen, is vulnerable to undue interest by intruders from the
borderingAnn Arborcity park and railroad properties.

Q. Can’t paper records be kept in
digital form? A. The State ofMichigandoes not allow permanent public records to be
retained solely in digital form. Paper copies must still be kept due to the
fear that technology will become obsolete and digital records might be
inaccessible in the future.

Q. Will the exterior be brick? (A:
Yes). Good, that will be low maintenance.

A. The roof is shown as metal because
it gives a clearer picture on these particular graphics. In actuality, a
metal roof is four to five times more expensive, so the roofing material
will be asphalt shingles of some type. Specific exterior materials are yet
to be determined.

Q. What is the budget target? A. The
Board set a target of $380,000 for the cost of the entire project. It is
likely the cost will be more into the $400,000 range, but the committee is
committed to keeping the project cost-effective. Compromises have been made
to stay within the budget while not sacrificing quality. The parking area
has increased from seven to twelve spaces, but maybe the landscaping will be
more simple with additional plantings added in future years. The exact costs
won’t be known until the bids are received.

Q. Will there be a drive-up entrance to
the building? A. No. The walkway from the parking area will be the only
access so the landmark oak tree can be protected.

Q. Has the fire chief approved of the
plans? A. Yes, he has walked the site and has given advice about the
placement of hydrants and the width of the access drive to allow adequate
space for the fire trucks/extensions.

Q. Can the windows be opened? A. Yes,
these are casement windows that hinge on the sides, with a fixed transom
above. The bathroom windows hinge at the top. In the meeting rooms the side
windows open with the center window fixed.

Q. How accurate is the landscaping
plan? A. The plantings shown in these drawings are only suggestive of what
might be done, to give a better feeling for what the project will look like.
Do you (audience/Trustees) think it is enough, or should we aim for more or
less? (Trustee response was generally favorable. Comments included not so
much needed in the back where no one can see, the building should settle
into the sight so plantings should help it do so, and not a lot of plantings
are needed.)

Q. The Prairie Style is low to the
ground, emphasizing horizontal lines. Would the committee consider lowering
the ceiling heights from 9’/13’ to 8’/12’, which may save a bit in
construction costs while still providing an attractive building? A. Lowering
the ceiling height inside could be done with a drop ceiling, and perhaps a
soffit in the meeting room. If the exterior height is lowered it will
interfere with the transoms above the windows. The windows could be lowered
as well, but it would mean lowering the horizontal banding which may put the
windows at an awkward, eye-level height that would not be aesthetically
pleasing. Care also has to be taken not to let the oversize roof line get
too close to the ground and become overwhelming.

Q. Will a fire sprinkler system be
installed? A. Yes, in the office section.

Other public comment:

--The building committee and architect
have done a good job.

--I like the transom look. I wouldn’t
lower the height. I live in a Prairie Style house and sometimes I wish the
height were a bit taller.

Appreciation was expressed to Mr. Wier
and the VAC Committee for their hard work on this project. The Public Forum
was closed at6:40 PM.

DRAFTMINUTES OF BOARD
MEETING

TRUSTEES OFBARTONHILLSVILLAGE

August 20, 2007

The regular meeting of the Board of
Trustees was called to order by President Laporte at6:50 PMat the Village Hall.

ZONING AND PLANNING
ADMINISTRATORMs. Laporte
reported in Mr. Perry’s absence that she and Mr. Perry had visited the
Bonner site at457 Barton North
Driveto review the proposed
landscaping plan with regard to the wall section of the BHV Zoning
Ordinance. They determined that the proposed walls did not require a permit.
Ms. Laporte added that it is difficult to locate the exact property lines
with regard to the road edge, but in this case the Bonner’s mortgage survey
was deemed to be sufficient.

VAC COMMITTEE
REPORTMr. Lindstrom noted
that 19 people attended the Public Forum earlier in the evening. He asked
for comment from the Trustees concerning the landscaping plan, and if there
were further questions for Mr. Wier. Regarding the landscaping, discussion
included the following:Mr. Boddie and Mr. Reading
arrived

--Mr. Wier has provided enough of an
idea for landscaping to supplement the initial guidelines provided by
Shannan Gibb-Randall of InSite Design. No further professional services are
needed.

--Professional advice is needed for
other areas of site development such as the driveway design and retention
pond.

--Ms. Gibb-Randall is already familiar
with the project and was helpful in previous discussions about the site and
overall objectives of the project.

--Ms. Gibb-Randall would not be asked
to duplicate information already provided by Mr. Wier, but to add to and
develop the site plan as needed.

--The Trustees should emphasize their
concern about budget constraints and that they’re looking for a minimalist
plan for the landscaping.

--Mr. Wier noted that if site
development were part of his responsibilities, he would subcontract the work
to another professional with expertise in those areas.

Mr. Al-Awar moved that no further
services from Shannan Gibb-Randall were needed since Mr. Wier had provided
enough information in his work. The motion died for lack of a
second.

Regarding the design provided by Mr.
Wier, after review of the matters mentioned at the Public Forum it was the
sense of the board that no changes were needed and the project should move
ahead. Mr. Wier was thanked for his work and left the meeting.

Extended discussion focused on the
proposed motions from the VAC Committee.

MotionMr. Lindstrom moved that Ed Wier be retained as
the architect for theVillageAdministrationCenterproject. Mr. Boddie seconded; the motion
carried.Mrs. MacKrell and
Mr. Esch left

MotionMr. Lindstrom moved that Ed Wier be authorized,
at a cost of no more than $12,000, to prepare and deliver construction level
drawings and material specifications suitable for bidding and construction;
further that President Laporte be authorized to negotiate the contract
between Barton Hills Village and Mr. Wier. Mr. Boddie seconded; the motion
carried.

MotionMr. Lindstrom moved that Ed Wier be asked to
develop a schedule of estimated architect’s fees for all the remaining
phases of the Village Administration Center project for presentation at the
September 17, 2007 Barton Hills Village Board of Trustees meeting. Mr.
Boddie seconded; the motion carried.

MotionMr. Lindstrom moved that Shannan Gibb Randall of
InSite Design Studio be asked to, in coordination with architect Ed Wier,
develop a schedule of estimated site planning costs for the Village
Administration Center project for review at the September 17, 2007 Barton
Hills Village Board of Trustees meeting. Mr. Wilkes seconded; the motion
carried with Mr. Al-Awar opposed.

PUBLIC
COMMENTResident Charles
Bultman asked if there would be opportunity for public participation in the
discussion on the Soil Erosion Ordinance later in the meeting. Mr. Lindstrom
proposed that public comment be accepted at that time.

MINUTES MotionMr. Lindstrom moved that the minutes of
theJuly 16, 2007Trustees meeting be approved. Mr. Wilkes
seconded; the motion carried.

FINANCEMrs. Redies distributed the cash balances
and comparison report. It was noted that the request to table approval of
the cash disbursements in no way reflected on Mrs. Redies’ work but provided
the Trustees with adequate time to understand the report. One correction was
made in the disbursements: page 2 amount of $3,400.00 should read “legal”
rather than “legal notice.” Motion Mr. Lindstrom moved that
the First Quarter Cash Disbursements be approved (see Aux. Book XVII D). Mr.
Al-Awar seconded; the motion carried.

ELECTION
COMMISSIONMotion Mr. Lindstrom moved that the Barton Hills Village Board
of Trustees, serving as the Election Commission per Section 4.8 of the
Barton Hills Village Charter, approve the following:

1)Appointment of Helen Becher, Isabel
Boehnke, Susan Johe, Elizabeth Ong, Jean Perry and Elizabeth Teeter as
Election Inspectors and authorized assistants of the Election Commission for
the September 11, 2007 Barton Hills Village General Election.

2)
Establishment of wages for Election Inspectors for theSeptember 11, 2007Barton Hills Village General Election at $8.50
per hour.

3)
Authorization of Janice Esch, Barton Hills Village Deputy Clerk, to perform
testing of election equipment and to sign on behalf of the Election
Commission as may be required by Michigan Election Law.

Mr. Al-Awar seconded; the motion
carried.

COMMITTEE
REPORTS

RecreationMs. Laporte reported in Ms. Bogat’s absence that
Atty. Reading has been working on an agreement for the Michigan Cycling Club
race next spring. He has discovered that the club is an affiliate of the
Cycling Association of USA, aColoradocorporation, and that the insurance will be
issued through that organization with both BHV and BHMC listed as additional
insured parties. An email request has been sent to theUniversityofMichiganasking for verification that the Michigan
Cycling Club is an approved organization in good standing. Other details of
the race, such as parking and clean up arrangements, have been assured by
Nick Boswell, President of the Michigan Cycling Club, but no formal
agreement can be entered into since the club is not a legal entity by
itself. Mr. Reading will continue to investigate the matter.

WaterMr. Wilkes referred to his written report,
noting that the request fromAnn
ArborTownshipto verify fire hydrant flow readings (Item 4) is
not a trivial undertaking. Mr. Esch will work with Fire Chief Ericson to
accomplish this task.

RoadsMr. Al-Awar stated that he and Mr. Esch are
having a hard time obtaining more than one quotation for the paving of the
maintenance area. The project involves concrete for the recycling pad,
underground drainage piping and asphalt for the roadway, excluding the road
out toBarton Shore
Drive. Most companies who do all
these things are large and don’t bid on projects as small as this one.
Splitting the tasks between more than one contractor would be more
expensive. The bid received is for around $50,000, which Mr. Al-Awar thought
was reasonable for the work needed. Ms. Laporte suggested waiting until the
VAC project was finished and paving the entire area at once. Mr. Boddie
noted that the cost is very likely to rise due to the rising cost of
materials and felt it was a good bid. Motion Mr. Boddie
moved that the bid for paving the maintenance area as presented be accepted.
Mr. Wilkes seconded; the motion carried with Ms. Laporte opposed.

Mr. Al-Awar has obtained two bids for
repair of the tennis courts. One bid for approximately $24,000 details the
steps to be taken to rebuilt/resurface the courts; the other bid for
approximately $21,500 does not specify the work. It was suggested that the
Board wait to see what the costs will be for the VAC project before
committing funds to another project. It was also suggested that BHV has an
obligation to maintain the infrastructure and if there are to be tennis
courts, they should be in good condition. It has been a number of years
since the courts have been rebuilt, with only resurfacing being done. Mr.
Al-Awar doubted that any company would actually guarantee their work beyond
one year, but that it could be reasonably expected to last at least ten
years. Mr. Boddie added that while the project is not in the budget, such
maintenance is one of the purposes of keeping a reserve fund and the village
could afford to make this type of expenditure. Motion Mr.
Boddie moved that Mr. Al-Awar be authorized to accept which ever bid he
deemed to be the best choice for rebuilding of the tennis courts. Mr.
Lindstrom seconded; the motion carried.

Mr. Al-Awar was contacted by another
company offering to purchase BHV’s telecommunications leases; he informed
them that the village was not interested.

Environmental
ImpactNo report.

FinanceNo report.

LongRangePlanningNo report.

PersonnelNo report.

SecurityNo report.

Vehicles/EquipmentNo report.

ZoningNo report.

UNFINISHED
BUSINESSMs. Laporte
reported that attorney Tom Meagher has completed the work relating to MDEQ
and Rule 98 (Colt Farms/York Township cases). The ruling in the case
requires MDEQ consideration of both positive and negative impact of projects
applying for permits and attention given to zoning issues in such projects.
This is a very positive outcome from BHV’s perspective. It was agreed that
since Atty. Meagher represented both municipalities, the Township would pay
two-thirds and BHV would pay one-third of the cost for his
services.

Ms. Laporte and Mr. Al-Awar displayed
revised survey drawings for the BHV/BHMC land transfer that show more
dimensions and highlighted details. BHMC Atty. Lloyd and Director Langford
will meet with theAnn ArborTownshipassessor this week to discuss the proposed swap
of property. If there are no adverse tax consequences work will proceed on
the formal agreement.

NEW
BUSINESSMs. Laporte and
Mr. Reading explained that initial advice given by MDEQ requiring BHV to
adopt its own soil erosion ordinance was in error. MDEQ has verified that
the state statute enforced by the county is in effect in BHV unless an
ordinance is adopted at the township level. The township ordinance enforced
by the township then becomes the ordinance in effect in BHV, unless BHV
adopts and enforces its own ordinance. SinceAnn ArborTownshiphas adopted Soil Erosion and Sedimentation
Control Ordinance NO. 7-2007, that is the enforcement document for BHV. Mr.
Bultman noted that there are some mathematical errors in the ordinance and
several areas where the requirements of the ordinance may be inappropriate
for situations in BHV. Ms. Laporte suggested that errors should be brought
to the attention ofAnn
ArborTownshipso they can be amended. If the Township
ordinance proves to be unsuitable for BHV work can begin on a Village
ordinance that would be more specific. Mr. Reading recommended a resolution
requested by Ann Arbor Township Supervisor Moran that would recognize the
relationship between the Village and the Township on this matter. Motion Mr. Lindstrom moved that the Resolution to Acknowledge
the Enforceability of the Ann Arbor Charter Township Soil Erosion and
Sedimentation Ordinance in Barton Hills be adopted as presented. Mr. Boddie
seconded; the motion carried.

Mr. Boddie moved that the meeting be
adjourned at9:01 PM. Mr. Butterwick seconded; the motion
carried.